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HomeMy WebLinkAbout02212019 Agenda Review SessionAGENDA REVIEW MEETING FEBRUARY21,2QJ9 39 The Agenda Review Session of the Board of Public Works was convened at 10:32 a.m. on February 21, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Laura O'Sullivan present. Board Members Suzanna Fritzberg and Therese Dorau were absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. APPROVAL OF AG �LE-,FmF--NT-s/comrRACTS/I"ROPOSALS/ADDENDA The following Agreements/Contracts/Proposals/Addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ -"§u­tith -Bend Funding-.. Second Agreement- Building Inclusion NTE $15,000 -Maradik/O'Suilivan Heritage Financial Wellness (DCI Professional Foundation Coaching Services) (City Grant Match) Board mernbers discussed the following iterri(s) from the agenda. Agreement - Neighborhood Resources Connection Ms. Alkeyna Aldridge, Conurrunity Investment, stated this is a collaboration with the NRC for them to oversee a neighborhood program of education and training to develop neighborhood association leaders, Site noted the City is giving $100,000 to the organization with 50% of the funds, or $50,000, required to have a match of non-federal dollars. She stated the first $25,000 of that $50,000 is to reimburse the organization's expenses and the second is to be utilized as a matching incentive for additional external funding. Agreement - United Way of St, Joseph County Ms. Aldridge stated the parties to this agreement knocked on 800 doors for surveys and building relationships for Americorp's and NRCs community support outreach efforts. Professional Services Agreement - Jacob Burnett Mr. Brian Donohue, Innovation Office, stated this will be the last agreement done for Mr. Burnett, He rioted he will become a full time employee after this engagement. Mr. Donohue stated the only change in this agreement is the language of the scope regarding the funding source, which will be expanded. Request to Advertise -- 2019 Venues, Parks, and Arts Cemetery Mowing Mr. Patrick Sherman, VPA, stated this is for the annual cemetery mowing, He noted they are doing it as a bid to try to got more bidders instead of a quote, adding they only received one (1) quote last time, Mr. Gilot pointed out bidding requires bonding, and it usually makes it more difficult for smaller contractors, Mr, Sherman confirmed there will be bonding included. Tile Board discussed the differences between bidding and quoting. Mr. Gilot stated if you are opening this tip because you want wider participation, make it simpler, Mr. Sherman asked if he could advertise a quote similar to a bid and if he could include bonding requirements. The Board stated he could. He stated he would take another look at this as a quote rather than a bid. - Request to Advertise for Proposals - 2019 Lawli Maintenance and Mcinorship Program Mr. Shertilan stated this is the same process for the mentorship program as always, with the exception of adding additional safety equipment requirements, minimum pay, and a small portion of inowing along Erskine Golf Course, Agreement - The Dugout Sporting Goods Mr, Sherman stated they previously did a request for proposals for this branded clothing and accessories and the award was to the Dugout. He rioted this agreement and pricing is the result of that request for proposals. Award Quotations - Century Center Site Signs Ms. Maradik asked if this signage is for the interior or exterior, She noted the BZA would have to approve it first if it's for outside. Ms. Kara Boyles, City Engineer, stated they would look into it and confirm. - Eighth Addendum to Agreement - Facade Matching Grant Program Mr, Gilot questioned tile amount Of this increase, noting it is the eighth addendum and is nearly a 20% increase, He questioned if the 20% limit applies to agreements, as they do to Change Orders for projects. Fle suggested maybe a new contract should be done at this point. Ms. Maradik stated this is the facade matching gnult program. She noted it is a multi -year agreement and they are done this way for accounting purposes. Attorney McDaniels stated .she would took into the 20�% factor, - Open Market Contract - Unity Gardens Learning Center Site Improvements AGENDA REVIEW MEETING FEBRUARY 2_1 2019 40 Mr. Gilot questioned why this was being done as an open market agreement. Ms. Boyles stated the project was bid twice and no quotes were received. When they went to the open market for quotes they received this one (1). No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:00 a.m, BOARD OF PUBLIC WORKS N-I Gary A. Gilot, President Elizabeth A. Maradik, Member . .......... Therese J. Doiu, Member Suzanna M. Fritzberg, T, mber aura O'Sullivan, Member ATTEST: Unda M. Martin, Clerk REGULAR MEETING FEBRUARY 26 2019 The Regular Meeting of the Board of Public Works was convened at 9:35 on Tuesday,, February 26, 2019, by Board Member Elizabeth Maradik, with Board Members Therese Doran, Suzarma Fritzberg, and Laura O'Sullivan present. Board President Gary A. Gilot was absent. Also present was Board Attorney Clara McDaniels. APPROVE MINUTES OF PREVIOUS MEET ING Upon a motion made by Ms. Doran, seconded by Ms. Fritzberg and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on February 7, February 12 and February 19, 2019, were approved. LLCRUBLIC HEARING -NEW MASSAGE ESTABLISHMENT LICENSE - NEW YOU OASIS Ms, Maradik advised that this was the date set for the Board's Public Hearing concerning a massage license application for New You Oasis LLC., 910 E. Ireland Rd., South Bend, IN, It was noted favorable recommendations were received from Area Plan Commission and the Police Department. She opened the Hearing for comments. Mr. Kyle Griggs, Business Owner was present and spoke in favor of the license. He stated the business was, established last year and provides flotation therapy, massage, and has an aesthetician on staff'Mr. Griggs noted his business is the second flotation establishment for the area, with the other one located in Granger. He stated he hopes to bring people to the south side of town and hopes his business will help with the development ofthat area. Ms. Doran questioned if there are any special inspections that need to be done for the water in the flotation tanks. Mr. Griggs stated the tanks have devices for sanitation, but there are no special requirements for permitting, He noted the Flealth Department already came in for an inspection and his business passed. There being no one else present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by Ms. Doran, seconded by Ms. Fritzberg and carried, the license was recommended for approval.